095 09/10

MINUTES OF THE FACILITIES COMMITTEE MEETING

HELD ON TUESDAY 3RD NOVEMBER 2009

PRESENT:                 Cllr Cusack                Cllr Frank                 Cllr Boulton             Cllr Harwood

To accept apologies for absence: Cllr S Jones, Cllr S Roberts

In the absence of the Chair, it was RESOLVED that Cllr Harwood should chair the meeting, proposed Cllr Boulton,
seconded Cllr Cusack – all in favour.

FC111 Declarations of Interest in items on agenda: None declared

FC112 To confirm the minutes of the meeting held on 6th October 2009  (pp083-085 09/10)
 It was RESOLVED to sign the minutes of the Facilities meeting held on 6th October 2009  (pp083- 085
 09/10), as a true and accurate record of the proceedings. Proposed Cllr Cusack,  seconded Cllr
Boulton –  3 in favour, 1 abstention.

FC113 Matters arising
 Cllr Harwood advised the Committee that the ECSP were looking at Allotments and that their next
 meeting would be in January, and that he has requested that discussion regarding Allotments be added to
 the Agenda.

FC114 To review receipts and payments for Facilities Committee to end September 2009
 It was RESOLVED to accept the receipts and payments to the end of September 2009. Proposed Cllr
 Harwood, seconded Cllr Frank – all in favour.

FC115 To discuss estimated expenditure to year end
 It was agreed that categories where expenditure is necessary to the end of the financial year:-
 Newsletter   £240
 Festive Market   £620
 Health Check   £500
 Christmas Lights  £500
 Projects   £3250
 
 Total     £5110 to the end of March 2010

 
 These figures are estimates only.
 ACTION: Clerk to submit these figures to the Finance Committee for budgetary purposes.

FC116 CCTV: Update on progress
* Replies from local businesses – The Clerk advised the Committee that enquiries made with local
businesses in the Market Place had resulted in expressions of interest in contributing towards the
CCTV project, however, they require further details on costs.  Cllr Frank suggested that a meeting
be arranged with the preferred supplier, the police, crime & disorder representative from CDC and
a CCTV consultant from CDC.  ACTION: Clerk to contact relevant individuals.

FC117 Allotments: Update on progress
           No further news as to progress with obtaining land for this purpose. 

FC118 Update on Health Check 
           Cllr Harwood advised the Committee that a team of 7 representatives have been put together to look 
           at various aspects.  Cllr  Cusack will chair the Group.  Mr. Davidson from  GMTF to attend
           on 11th  November at 7.00pm at the Community Centre.

FC119 Update on Festive market and Xmas lighting.
* To agree expenditure for extra tree lights, damaged as a result of vandalism in 2008 and a
replacement transformer also halogen light and cable covers – Cllr Frank has been
endeavouring to repair damaged tree lights but only 3 out of the 7 sets are retrievable.  As a result
the Committee  RESOLVED  to purchase replacement sets in red & green together with a
replacement transformer which is not repairable – spend £200 approx.– all in favour.  It was
RESOLVED to spend no more than £125 on suitable cable covers.  Proposed Cllr Frank,
seconded Cllr Cusack – all in favour.

096 09/10

* Road Closure – The Clerk advised the Committee that permission from Highways is waiting to be
received to enable us to close the entire to the junction of High Street and Park Street.
* Traffic and parking – The Clerk advised the Committee that it has been suggested that stall
holders coming into the market place should be directed along London Street and along Park
Street and then into the High Street (holding area).  This would allow the stalls to be erected
speedily without concerns about traffic.  The Clerk would like to move any parked cars earlier this
year – around 1.00pm so that the stalls can be erected and lights put up in plenty of time and then
the stall holders can be allowed in.  ACTION: Cllrs to direct traffic on the night.
* To discuss emergency evacuation procedure – Cllrs felt that in view of the fact that the Police
and emergency services are in place and at hand no Evacuation procedure need be prepared
especially as the area covered is an open area and can be exited easily.
* Lighting along London Street – The Clerk advised the Committee that Glos. Streetlighting have
agreed that a new white box can be fitted outside the old Council offices.  However, this would
take some time to arrange and in view of the fact that the offices are still unoccupied, the
electricity supply can still be accessed from inside the building for this year, but that a white box
should be installed in 2010.  A white box is to be installed near Londis to accommodate Xmas
lights along that part of the street.  Cllr Cusack asked that the electrician check the timers to
ensure that they are in good working order and that they should be set to operate from 3pm-
12.30pm over the festive period. ACTION: Clerk to liaise with electrician.

 
FC120 Update on Welcome Pack
 The Deputy Clerk who has been working on this project has produced a draft copy of the “Welcome
Pack”,  the Clerk is trying to source a suitable binder for this.  Cllr Harwood suggested that we contact CDC
 printing department to obtain costs for printing this. ACTION: Clerk to contact printing dept.  at CDC to
 obtain costings.

 
FC121 Update on Skate Ramp
 We have been unable to re-paint the surface of the ramp and it was agreed that this should be done as
 soon as possible in the Spring.

FC122 Update on Playing Fields
* To discuss Play Portfolio information (e-mailed 25/9/09)
* To discuss lease
 Cllrs felt that further information needs to be obtained regarding the play portfolio and in view of
the fact that details relating to the lease for the playing fields from the ECT has not been received to date,
these two items should be deferred to the next Facilities Committee meeting. ACTION: Clerk to add this
to the Agenda for the next Facilities Committee Meeting.

FC123 To agree the setting up of a sub-committee for the Town Crier Event in 2010.
 It was agreed that the Sub-committee should be set up of Cllr S. Jones, Cllr M. Jones and Cllr Cusack. 
Proposed Cllr Harwood, seconded Cllr Frank – all in favour.

FC124 To discuss Fairford Flag/logo.
          It was agreed that further investigations needs to be made into the Fairford emblem.  ACTION: Clerk to
          progress.

FC125 To discuss Water Park publication
          Cllrs felt that entry into this publication should continue with added information, relating to events in the
          Town.

FC126 To consider adoption of local red telephone kiosk
          It was agreed not to adopt the telephone boxes in Queensfield or Milton Street, but that a request be
          made to continue the services of the phone box in Milton Street if possible. ACTION : Clerk to write to
          BT. 

FC127 Date of next meeting: Tuesday 1st December 2009

There being no further business to discuss, the meeting closed at 9.00pm.

..........................................................Chairman

...................................................2009